NAE4-HA BOARD MEETING WEDNESDAY, AUGUST 21, 2013

Purpose and Goals To effectively conduct business of the NAE4-HA Governance Council in support of the association’s vision and mission To continue the utilization of available technology as a means of accomplishing our strategic goals.

JEFF HOLLAND CALL TO ORDER

VERNON PARENT PARLIAMENTARIAN

JODY ROSEN ATKINS Recording of Minutes

PARTICIPANTS WILL BE RECORDED FROM CHAT... IF YOU CALLED, PLEASE IDENTIFY YOURSELF Roll Call

TODAY’S MEETING WILL BE RECORDED

JEFF HOLLAND Review of Agenda and Procedure

JODY ROSEN ATKINS (SENT ) Approval of Spring Meeting minutes from Atlanta

REPRESENTATION AND LIAISON REPORTS

JEFF HOLLAND DEBBIE NISTLER PAM VAN HORN JCEP

DEBBIE NISTLER, CHAIR JEFF HOLLAND PAM VAN HORN EVALUATION OF JCEP CONFERENCE

JCEP – FEBRUARY MARRIOTT – MEMPHIS DOWNTOWN 2014 Dates of Conferences

APRIL 6-9, 2014 ALEXANDRIA, VIRGINIA WESTIN ALEXANDRIA HOTEL PILD

JENNIFER MCIVER (SEE FOR REPORT) National 4-H Council

JULIE CHAPIN State Program Leaders

DOUG SWANSON (SEE FOR REPORT) USDA/4-H Headquarters

Overview Common measures Charting the future Federal Regulations Items shared prior to meeting Questions

Common Measures Provide state 4-H programs with resources to assist in the planning of local, state-wide, and regional evaluations Identify a common core of child/youth outcomes and indicators that are included in the National Institute of Food and Agriculture Plan of Work system Identify a common core of outcomes, indicators and measures to create a standard survey tool that will be used by National 4-H Council grantees

Common Measures Eight Surveys designed to assess the outcomes found on the National 4-H Logic Models –4 th and 8 th Grade Universal Measures –4 th and 8 th Grade Citizenship Measures –4 th and 8 th Grade Healthy Living Measures –4 th and 8 th Grade 4-H Science Measures Online System

Outcomes Universal Science Citizenship Healthy Living

Charting the Future Goals and Process Main Idea 4-H Youth will be prepared to be productive and contributing members of the workforce.

Federal Regulations Name & Emblem and Civil Rights Questions How can we educate agents and provide them with appropriate resources on federal regulations? Is NAE4-HA interested in helping HQ implement these ideas?

Items Horizons Common measures Charting the future

Questions

JULE-LYNN MACIE BARBARA SCHIRMER Galaxy

JOE DONALDSON JOURNAL OF EXTENSION

Journal of Extension (JOE) JOE remains strong: 151 submissions, Jan. – July, 2013 Currently 122 accepted articles 27.8% acceptance rate (5-year average) Adaptive website design: see joe.org 2013 marks the Journal’s 50 th year! One Outstanding Feature Article will be named among all features published this year; Dr. Scott Scheer of Ohio State is representing NAE4-HA on the Selection Committee Questions or concerns: Dr. Joseph L. Donaldson

Report and Updates from Committee Chairs

JODY ROSEN ATKINS Executive Director Report

NAE4-HA National Office Update Headquarters Mail, , phone Board VP Council Calls RD Calls Board Meetings Membership Active: 2,690 Affiliate: 4 Life: 871 Partner: 9 Partner Program Update Monsanto National 4-H Council American Income Life A&T Industries Farm Credit Rixstine Recognition Fair Publishing State’s 4-H International Exchange Nature Watch Financial Management Audit/990 Returns Weekly Vouchers/Monthly Bookkeeping Galaxy Conference Management Galaxy 2014 Conference 2015 Conference 2016 Conference Hall of Fame contracting Communications/Graphic Design Web Site Regional Newsletter Donor Reception Invitation

TONY CARRELL Finance and Operations

Clover Pledge Transfer New Bank – Sun Commercial Amounts transferred -FY14 Budget Finance and Operations

All team handbooks need updated by Galaxy Policy Handbook Governing structure updated flow chart

VERNON PARENT Policy and Resolutions

Governance Council

MELISSA HENRY Marketing and Outreach

SHIRLEY WILLIAMSON Public Relations and Information

Public Relations & Information Fall 2013 Shirley Williamson, Chair 4-H Stories Book *less than 200 books left *still working on the collection for book 2. Where is your 4-H Story? Incoming Chair: Chrys Nestle To recruit her co-chair Distinguished Alumni Database Updated, continuing to work on better ways to keep it current First Timers Orientation *Jule-Lynne sent a request to the Galaxy committee to see if they need any help on our part. She reported that they have food and speakers confirmed. Our committee will be available to help as needed. NAE4-HA Promo Flyer “the return on your investment” *Benefits? Why Join? Get Involved?

Hall of FameOctober 11, 2013 National 4-H Center Washington, D.C. Susan Barkman, NAE4-HA Nancy H. Bull, Connecticut Duane Duncan, Pennsylvania Raymond C. Firestone, National 4-H Council Steve D. Fisher, Kansas Virgie B. Foreman, Louisiana George S. Foster, Tennessee Virginia Gobeli, NIFA/4-H National Headquarters Dr. Janet Hiller, Washington Larry L. Krug, National 4-H Council Dr. Merl E. Miller, Oklahoma Roger Coleman (Bo) Ryles, Georgia Wayne Clifford Schroeder, Wisconsin Myrtle N. Walgreen, National 4-H Council Dr. Linda Webb, NAE4-HA Sharon (Sherri) Wright, NIFA/4-H National Headquarters *Laureates selected *Ceremony planned HOF Conference Call on 8/13/2013 Public Relations & Information Fall 2013

TOMAS MANSKE Professional Development

 Developing VP of Prof. Dev. Handbook of duties  Corresponded with Research & Evaluation Chair and the Journal of Youth Development Committee in progress of publication.  Worked with VP council and Executive Director to fill vacancy of Professional Development Chair  Galaxy 2013: Seminar selections, Pre-Board & Super Seminars  Conferences – working with conf. chairs for Minnesota and Oregon, Corresponded and worked with Louisiana and Texas to secure 2016 conference bid, Currently cultivating states to host 2017 NAE4-HA Conference  Working on recommendations to update conference handbook regarding dates of intent to bid, etc. - (to be presented at Pre-Board)

ELIJAH WILSON Research and Evaluation

Programs Report Lynette Black

Programs Committees Afterschool: Developing definition of “afterschool”. Presented a webinar - archived at connect.nifa.usda.gov/p5xquivoz1q/ connect.nifa.usda.gov/p5xquivoz1q/ Animal Science : Development of materials illustrating how animal science fits in the mission mandates. Camping : Further development of guidelines for National Camping Institute; Awards Citizenship: Awards Communication & Expressive Arts: Poster Presentation at Galaxy; What Do You See?

Geospatial: Virtual map gallery, Award Healthy Living: Conducting preconference at Galaxy Urban Programming: 2013 Urban Programing Conference; Award Workforce Development: Grab ‘n’ Go expansion and evaluation of use/acceptance/value Youth in Governance: Galaxy Presentation; Award

New Committees Diversity Robotics

KIM GRESSLEY Member Services

Member Services Report Kim Gressley, VP Member Services Jody has provided updates on membership during the year. Worked with Jeff on writing the letter to late states for their enrollment, per Spring Board discussion Sent out a WELCOME LETTER to new members ~ Jody sent it out Reviewed the NAE4-HA brochure and benefits letter. Will have them on hand at the GALAXY IV Conference Finished the Membership Handbook and Jody placed it up on the website Updated all Member Services job descriptions Reserved the Member Services booth for GALAXY. We are in space #710! Assisted chair and liaisons in all areas of Member Services. Had a good, busy year! IMPACT REPORT information is due to Kim by August 28 th with the final report being sent to Jody the first week in September. Thanks!

DONNA BRADLEY Member recognition

Member Recognition Donna Bradley, Member Recognition Committee Chair Webinar completed Promotion of awards process complete. All national award winners have been notified via Awards ordered and shipping arranged On-line national award winners posted (Thanks Jody!) Utilized on-line application for service awards Established a state member recognition contact list Jody using member clicks to get a RSVP from Award Winners Will work with Jody to transition into the on-line award application process Awards notebooks will be created and bound for the booth at GALAXY IV First Year for Life Member Award is on schedule Specialty Awards discussion

KANDY MCWHORTER Life Membership

Life Member Update Kandy McWhorter, Texas, Board Liaison Team: Cindy Bigger – NC; Tom Davis, NE; Kandy McWhorter, South; Linda Webb, West Job descriptions and term limits were developed and are now in the Member Services Handbook Regional contact names and contact information Life newsletter was created and sent out to life members Life activities at GALAXY include numerous seminars & opening get-together (our team will help to host and work the event prior to boarding the ship for the first evening event) Life Team will host a seminar entitled, “NAE4-HA Life Members Speak Up!” Sept. 17 th, 3pm Pinning Ceremony for life members will be done by the team with Kim assisting. Life pins were re-ordered to keep this going for many years! Invitations are being prepared and names will hopefully soon be here from the GALAXY committee Life Member Award will be presented during GALAXY. Want more applications next year! Also will accept donations to help with the $500 cash award Still working on our best communication linkages and reduced registration fees for life members and special programs for life attendees (1 to 1.5 days of attending meetings)

BETTY GOTTLER HISTORY AND ARCHIVES

History and Archives Betty Gottler, Historian Her contact information is: All historical files have been moved from National 4-H Council to Jackson’s Mill – West Virginia 4-H Camp in Weston, WV An Agreement has been drafted and will be signed between West Virginia and NAE4-HA at GALAXY Quilts have been found (thanks, Pamela!!) and will be used at GALAXY in our association booth Working on collecting VHS, DVD, pictures, articles, etc for the archives Will be traveling to Jackson’s Mill in August Will need to consider purchasing file drawers to keep archives in order. Betty will know more once she returns from West Virginia.

KORI MYERS State Relations

 26 state visits - Southern(12),Northeast(5), North Central(6),Western(3)  Provided over $90,000 back to members in support of JCEP travel/registration, PILD scholarships, 1 st Timer scholarships, and travel for State Visits  Provided leadership at JCEP, conducted Membership survey to better serve our members, presented on Online Awards, Elections, Galaxy, Life Membership and numerous additional topics  Galaxy 2013: the Regional Directors will be conducting the NAE 4-HA Social, State Officers Workshop, Regional Meetings & Member Engagement. Regional Directors will serve as Chairs of the Day and assist with Frist Timers.  Conducted: “My 4-H Webinar” for NAE 4-HA Membership  Regional Directors served on the Journal of Youth Development Committee and the new NAE 4-HA Website Committee.  Published Regional Directors Handbook & State Officers Handbook  Published 3 Editions of the “Regional Directors Newsletter “

DEBBIE NISTLER Organizational Stewardship

Candidates can be found from the homepage Speeches and online voting will happen as usual MONDAY SPEECHES – Online voting for NAE4-HA offices will be open for 30 hours starting Tuesday evening 6:00 p.m. September 17 th, through Wednesday, September 18 th, 11:59 p.m. (Midnight – Eastern Daylight Savings Time) Installation on Thursday

NAE4-HA Online Voting Implemented 2014 May 1 st – All paperwork in June 1 st – bios and promotional materials on website (recorded speeches, online tri-fold, bio) June 1 st – Webinar for full membership to approve slate of candidates July 1st-15 th - Webinar held for question and answer time for candidates

NAE4-HA Online Voting Implemented 2014 August 24 th -27 th – Online elections September 1 st – Elections announced September 1 st – October 15 th – training sessions for newly elected members Conference – Speeches and Meet and Greet Conference – 4-6 hour training session for new members Conference – Board installation (closing business meeting

Evaluation of Executive Director Jody’s annual evaluation will go out as a survey later this week. Please complete by August 30 th.

JULE-LYNN MACIE BARBARA SCHIRMER PRESIDENT’S COUNCIL 2013 Galaxy Schedule Road bumps and mole hills – But smooth sailing ahead

KIA HARRIES NANCY HEGLAND 2014 National Conference

2014 Conference Update Hotel October 26-30, 2014 Conference Web Site: Hyatt Regency Minneapolis 1300 Nicollet Mall Minneapolis, Minnesota Room Rate: $159/night single/double

2014 Conference Update Invited Speakers Keynote: Dr. David Walsh, a leading authority on children, teens, parenting, family life, and the impact of technology on children’s health and development. Capnote: Dr. Verna Cornelia Price, Executive Director of The Power of People Leadership Institute™ and Founder of Girls in Action™, an innovative four–tiered, curriculum-based program that strives to decrease and prevent violence among urban high school girls while positively reengaging them in academics and leadership.

Jun 1, 2014 Program is live on website and Early Registration Open Nov 1, 2013 Call for Proposals Opens Dec 31, 2013 Call for Proposals Closes Jan 10-Feb 7, 2014 Reviews are done Mar 15, 2014 Reviews are completed and participants notified (accepted or not) Apr 30, 2014 Submitters have to confirm their presentation and make edits May 30, 2014 All sessions and speakers plugged into agenda 2014 Conference Update Call for Proposals – Oregon System

2014 Conference Update Conference Schedule

2014 Conference Update Other Items Entertainment Opening Night – Lorie Line Exhibit RFP Sent Out Working on Promo Video and Exhibit for Galaxy Two Motions: The 2014 Conference Committee moves to accept the Call for Proposals Timeline as presented. The 2014 Conference Committee moves to accept the conference schedule as presented.

VIRGINIA BOURDEAU PAMELA ROSE 2015 Conference

2015 Conference Update Formed all committees and family tree Held conference call with each committee in May along with Conference Planner Will be working on off-site venue for an evening event at The Oregon Museum of Science and Industry (OMSI) is a scientific, educational, and cultural resource center dedicated to improving the public's understanding of science and technology.

OLD BUSINESS

New Business

JEFF HOLLAND Board meeting at Galaxy

Board meeting will begin on Sunday at 8:15 a.m. Working lunch Will end around 5:00 p.m. Monday - Consent calendar and bid presentation Board meeting

PAM VAN HORN Board Transition

President - Elect  Board Transition  Tom Davis – Chair of RD’s  Amber Lounsbery and Amy Parrott will be serving as Board Development  No meeting on Saturday of Galaxy  Next year’s Spring Board meeting in Minneapolis week of March 10 th

JEFF HOLLAND President’s Reception

OTHER AGENDA ITEMS

ADJOURNMENT

NAE4-HA BOARD MEETING WEDNESDAY, AUGUST 21, 2013